1. Integrating the Plans
Leveraging Your Student Equity, Basic Skills, Strong Workforce, Student Success and Support Programs, and Adult Education Block Grant Funding
Randy Beach, ASCCC South Representative
Erik Skinner, Interim Chancellor for the California Community Colleges
Theresa Tena, Vice Chancellor of Institutional Effectiveness, California Community Colleges Chancellor’s Office
Pam Walker, Vice Chancellor of Educational Services, California Community Colleges Chancellor’s Office

2. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Description
The alphabet soup of initiatives can be a word jumble to unravel and more and more colleges are finding that their efforts on one initiative compete or overlap with other initiatives. Not only is this frustrating for the organization, but colleges are missing valuable opportunities to pool resources to achieve long-term goals. In this breakout, we’ll discuss approaches for organizing your “initiative framework” to make sure the silo walls come down. We will look at strategies for increasing collaboration among faculty and staff working on the different initiatives and discuss similarities in the initiatives that can lead to leveraging of resources.
Outcome: Participants will discuss ways to organize their efforts to maximize funds colleges are receiving through a variety of statewide initiatives and grants.
Not sure of the thought behind this slide.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

3. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
What’s All the Fuss?
Multiple initiatives calling on colleges to plan and implement
Initiatives touching on all corners of a college
Across disciplines (Strong Workforce, BSI, OER, AEBG)
Technology (OEI, CAI, EPI)
Student Services (SSSP, Student Equity)
How do you begin to make sense of it all?
How do we make it work together?
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

4. What is Integrated Planning?
Planning across a complex, multi-component organization
Coordinated & intentionally interdependent within the organization
Focused on the goal of student success; all plans continuously strive to meet this goal
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

5. Integration is Good Practice
Creates ownership/avoids silos
Avoids “initiative fatigue”
Avoids “mission drift”
Provides more flexibility with funding
Now a requirement in many statewide plans
Leverages resources
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

6. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Other benefits
Improved communication & collaboration
Improved coordination of research, evaluation and development of plans submitted to the CCCCO
Create a common inventory of all activities supporting student outcome and institutional goals
Streamline processes
Review progress on indicators relative to goals, establish new goals, review strategies for achieving goals within Equity, S4S, SSSP and other efforts, as well as discuss unmet needs and ways to meet those needs
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

7. Process of Integration
Iterative!!
Inclusive
Practitioner focused
Based on core principles/goals
Summarizes/Identifies common elements
Broadly communicated
3CSN
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

8. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Where to Begin?
Use your strategic planning priorities/goals objectives; master planning; program review planning
Crosswalk to goals of the initiatives
Determine “goals in common”
Align timelines and deliverables
Determine resources and governance structure
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

9. Example of IP Based on Convergent Student Success Goals
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

10. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Planning to Act
Develop a matrix of initiatives based on project management principles
Consider making it interactive and accessible (SharePoint, Google Docs, etc.)
Meet regularly to assess progress on goals and evaluate effect use of resources
Talk about your integration with the college community
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

11. Sample Tracking/Integration
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ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

12. Conceptual Model of Integrated Planning
DISCOVER
What is planning process and structure? Who’s involved? What resources are needed?
IP Tools:
Lit Review
Self-Assessment
IMPLEMENT
Time for Action
Hire, Allocate, Purchase, Install, etc.
Integration of Other Departments
Templates for tracking progress
REPORT
Make evaluation results public
Reporting Tools
Dashboards
Use to inform next cycle of plan
Conceptual Model of Integrated Planning
EVALUATE
Evaluate progress towards goals. For multi-year plans, conduct annual evaluations, and refine strategies if needed.
Templates
Rubrics
DEVELOP
Goals, Objectives, Measurable Objectives,
Strategies, Priorities
Logic Model
Process Improvement Guide
Determine milestones during development process to assess how the process is going.
Develop process to address “unknowns”
DATA NEEDED:
Institutional Data
External Scans
Other Institutional Plans
Mission
and
Vision
v 4 (IEPI)
Sudden opportunities (i.e., new funding streams) and challenges or obstacles (i.e., as budget reductions) can happen anytime during the life of a plan.
An integrated planning process provides the structure to evaluate these “unknowns” and how they relate to the plans and processes already that have been established.
Separate processes might need to be developed to address opportunities vs. challenges.
Sudden Challenges
or Obstacles
Sudden
Opportunities
Barbara
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

13. What pressing issue at your college needs to be addressed and how could the IP Model be useful in addressing this issue?
IP MODEL
Specify issue:
Discover
Develop
Implement
Evaluate
Report
Mission/ Vision
Opportunities/ Obstacles
Barbara

14. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Long Term Impact
Optional…Applied Solution Kit to Affect Change
‘state of’ integrated planning
repository of exemplary frameworks
self-assessment of college’s integrate planning
Further Out: Affect change in colleges’ integrated planning practices.
Further Out: Reduce the number of colleges’ with integrated planning accreditation recommendations.
Barry- colleges integrated planning processes based on their own cultural norms, beliefs, and behaviors, as well as their size and location
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

15. What is a Partnership Resource Team?
A PRT is a group of seven or eight subject matter experts from within the CCC system who volunteer to provide technical assistance to colleges, districts, and centers.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

16. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
PRT Process
CEO of institution submits Letter of Interest identifying Areas of Focus for assistance.
PRT commits to at least three visits in order to
Understand issues and identify scope of support;
Provide institution with recommendations per addressing Areas of Focus;
Advise institution in development of an Innovation and Effectiveness Plan; and
Follow up with advice and guidance on early implementation as needed.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

17. Areas of Focus by Popularity
Integrated planning (57%)
Enrollment management (52%)
SLO and SAO assessment, reporting, improvement (37%)
Evidence-based decision making (33%)
Governance and communication (17%)
Technology infrastructure and tools (17%)
Delineation of function between college and district (9%)
Fiscal management and strategies (9%)
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

18. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
PRT Seed Grants
Seed grants of up to $200,000 expedite implementation of Innovation and Effectiveness Plans.
Application and monetary award generally follow 2nd PRT visit.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

19. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Status of PRT Program
PRT visits began Spring 2015.
58 institutions selected so far to receive PRT visits.
Volunteer pool exceeds 360 subject matter experts—but we always need more to meet particular needs!
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

20. The CCCCO Requests a PRT
State Chancellor submitted Letter of Interest to Santa Clarita CCD in January 2016.
Requested a PRT to review and assess CCCCO integration and alignment of Student Success and Support Program (SSSP), Student Equity Program (SEP), and Basic Skills Initiative (BSI).
Focus on developing a more integrated program design to support more effective and efficient program implementation at the state and local levels.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

21. The CCCCO Requests a PRT (Cont’d)
Anticipates that PRT may recommend changes to CCCCO policy, regulation, and state law.
Suspends requirement for colleges to submit Action and Expenditure Plans for SSSP, SEP, and BSI to facilitate integration of three programs.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

22. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Phase 1 Objectives
Integrate planning processes for SSSP, SEP, and BSI.
Align reporting requirements, activities, and goals.
Develop expenditure rubric that indicates allowable uses of funds.
Coordinate ongoing communication to CCC system related to workshops and trainings to support program integration.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

23. Phase 1 Objectives (Cont’d)
Review and update CCCCO organization structure.
Provide expanded PD to CCCCO staff to build policy expertise and teach appreciative inquiry.
Create a culture that fosters policy and program integration.
Shift focus toward identifying and disseminating effective practices.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

24. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Phase 2 Objectives
Align and enhance reporting capabilities and metrics with state and ACCJC.
Review MIS metrics, Scorecard metrics.
Simplify data reporting.
Develop data tools based on information already reported by colleges and districts.
Train college personnel in use of new data tools.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

25. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Phase 3 Objectives
Build/develop Communities of Practice (COPs)
Develop a SSSP/SEP/BSI COP.
Consider a regional structure for COPs to ease logistical challenges and build local partnerships.
Develop a COP at the CCCCO that works across divisions focused on SSSP/SEP/BSI integration and breaking down of silos.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

26. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Next Steps
CCCCO in process of securing dedicated staffing to lead integration efforts.
CCCCO committed to achieving improved program model that streamlines administrative workload, aligns program objectives, and provides colleges with increased flexibility in order to promote efficient and effective planning and operation.
CCCCO will issue updated program requirements and guidelines in February 2017.
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

27. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA
Contact Information
Randy Beach,
Erik Skinner,
Theresa Tena,
Pam Walker,
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA

28. ASCCC Plenary November 3-5, 2016, Costa Mesa, CA“
Questions?
ASCCC Plenary November 3-5, 2016, Costa Mesa, CA